You can join us here: https://www.cost.eu/actions/CA22151/
On the right panel, you have the instructions to join the Action.
The documentation related to COST can be found at https://www.cost.eu/funding/documents-guidelines/
The last version of the COST Annotated Rules can be found here: https://www.cost.eu/uploads/2023/11/COST-094-21-Annotated-Rules-for-COST-Actions-Level-C-V1.4-Final-.pdf
We recommend reading the official documentation, especially COST Annotated Rules.
You should enter your personal bank account information. This information will ONLY be used for COST payment purposes. All expenses paid in advance for assisting at our events (transport, accommodation, etc.) will be reimbursed to this bank account.
Yes, you can. However, we strongly discourage this option. If you use your institutional bank account, our finance department will not be able to internally process it as a personal reimbursement. Your institution will have to issue an invoice for the value of the COST reimbursement for the reimbursement to be processed. We recommend that you use your personal bank account to avoid these steps, which can lengthen and degrade the process.
Yes, of course. Your bank details will not be made public and will ONLY be used for COST payment purposes.
Please note that when you appoint a substitute, the substitute assumes all the powers and duties of the Action MC Member.
Action MC Members may, but are not required to, designate their alternate for a specific event or period. The Action MC Member shall use the online tool in e-COST dedicated to appointing their Action MC Substitute. The substitute must belong to at least one working group and the same organization. The nomination shall be made through a proxy. A proxy may be limited to a maximum of 6 months.
The proxy shall be brought to the attention of the nominating officer of the COST Member or Specific Organization concerned and of the Chair of the Action.
Of course we can! Just contact us at cypher.costaction@gmail.com and we will get back to you as soon as possible.
Please note that many embassies already have some official documents that need to be used. Check the requirements with the embassy first.
It depends. As you are aware, budgets for activities are often limited, requiring difficult decisions to be made.
Here are some tips that may be helpful in your understanding of whether or not you are eligible for reimbursement:
You must be a member of CYPHER before registering for the event if you want to be considered for a refund.
If an abstract is required, it must be submitted before the deadline. Those who submit an abstract after the deadline will not be considered for reimbursement initially unless some budget becomes available.
If multiple individuals from the same institution or research group apply, only one or two individuals per institution or group will be eligible for reimbursement.
These guidelines are not set in stone, and exceptions may sometimes be made. We ask for your understanding as we make these determinations. If you have any questions or concerns, please do not hesitate to contact us by e-mail. We will get back to you as soon as possible.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
Please note that claims can only be made after the event or your participation in the event has ended.
The claim cannot be processed until you have completed the claim registration. You will have 15 days to upload all necessary documentation and information regarding your claim. After these 15 days, the GHM has 15 days to process the claim, i.e. confirm that all the information is correct.
If the claim is correct, the GHM will forward the claim to the financial department of their institution, which will reimburse you as soon as possible.
If the claim form is not properly completed or is not accompanied by supporting documents, the GHM has the right to reject the claim and will explain the reasons for the rejection. You may be able to resubmit the claim.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
Yes, of course you can!
You have three options:
You can do it by going to the email you received from COST Association Notification.
You can access your invitation when you log into your e-COST profile.
Click on your name on the top, at right, and go to "My Profile". On the left panel, click on "My invitations". Find the invitation you want to modify, click on the eye and update your response.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
First, you need to make sure that you received an invitation from COST and that it was Eligible for Reimbursement.
Second, make sure you sign the attendance list on each day of the event. Only the session you were invited to will be considered for reimbursement.
Third, submit a completed Online Travel Reimbursement Request (OTRR) via e-COST as soon as possible, but no later than 15 calendar days after the end of the event. Upload legible copies of all invoices/receipts and relevant supporting documentation to e-COST.
Double funding is NOT permitted. You shall declare that you will not receive a reimbursement or any allowance from a third party.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
Access your invitation and click on "Go to reimbursement Claim".
If you don't know how to access your claim, go to the FAQ "If I need to change my attendance information, can I update my response?".
Enter the dates and hours of your trip and the dates of the event you attended. From the time you leave home to the time you return. This step is important for calculating the daily allowance. Make sure you have supporting documents to attest to the travel hours.
The amount of the daily allowance is calculated automatically by the system. Participants may claim a lower amount of reimbursement than the entitled amount as per the rules. Never higher.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
You will need to submit the following documentation:
Proof of flight ticket payment + boarding pass.
Proof of accommodation costs (hotel, Airbnb, etc...).
Proof of transportation costs between home/airport and place of stay/airport (taxi, train, parking, tolls, etc.)
These documents must CLEARLY detail:
The name of the service provider.
The mode of transportation used.
The full price was paid for the ticket.
The name of the passenger, if applicable.
The dates of travel, departure and arrival times (an invoice showing only the amount is not sufficient).
The type of extra charges claimed, such as seat reservation, extra legroom, exit row seat, priority boarding, SMS priority boarding fees, baggage charges, sustainable fuel surcharge, and the amount paid for each, if applicable.
Please note that some of these required documents are not required by the COST Association but by our institution. You must submit all of them to proceed with reimbursement.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
A Short-Term Scientific Mission involves a researcher or innovator visiting a host organization in a different country than their country of affiliation for a specific project and a set period.
The STSM Grantee receives funding to implement a project with an international team and gain new knowledge or access to equipment or techniques not available in their home institution.
The STSM Host receives an international partner in their institution and can develop long-lasting collaboration.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
Yes, it is!
If you need to modify your STSM dates, please contact the Grant Holder Manager (GHM) and our Grant Awarding Coordinator with the new dates.
You will need to upload the 'Host Institution Agreement' with the new dates to your application.
Once you have completed these two steps, the GHM will send you a new Grant Letter.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
After the activity is complete, the grantee submits a report to the Action MC detailing the work that was done, the main achievements of the STSM, and any planned future follow-up activities.
Submit the report within 30 days after the end of the Grant Period.
The Grant Awarding Coordinator must approve the report.
To claim payment, submit the report via e-COST.
Please be aware that the answers here do NOT substitute the COST Annotated Rules.
